Requisition ID: 38908

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Executive Assistant is primarily responsible for supporting the General Manager, Directors and senior level managers of the Vancouver Board of Parks & Recreation (VBP&R) by providing a wide range of confidential and sensitive administrative support, ranging from complex to routine, in a fast-paced environment.

Specific Duties & Responsibilities

• Coordinate and maintain the GM’s and Directors calendars using judgement to prioritize meetings, event and speaking engagement requests with a view to optimize the GM’s and Directors available time. This includes planning, organizing and scheduling meetings/events; screening requests for meetings/events; anticipating and working with senior city staff to resolve scheduling conflicts to ensure high priority meetings/events are accommodated in a timely fashion.
• Coordinates all administrative logistics for meetings and other events (e.g. scheduling attendees, room procurement, equipment, technical support, food/refreshments). Ensures well-defined and timely agendas, compilation of background/supporting materials, preparation and distribution of agenda packages to assist in decision-making and meeting facilitation. Attends meetings as needed; prepares and distributes meeting minutes.
• Secures, screens, recommends and coordinates agenda items for departmental meetings.
• Advises on key issues and concerns, triages correspondence and inquiries, determines importance/urgency of requests, responds or forwards to senior leadership, ensures follow-up by relevant personnel.
• Utilizes in-depth knowledge of operating divisions and the organization, along with strong communication skills, to respond effectively.
• Provides leadership to others in the form of guidance and direction on interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to the organization.
• Maintains a bring-forward system for monitoring and tracking items; issue reminders and follow-up on responsibilities.
• Monitors and communicates information regarding City Council, Standing Committee, and In-Camera agendas, informing senior staff of significant items. Also communicates details of CLT, Steering Committees, Task Forces, project work, etc., including deadlines, meetings, and critical management issues. Relays department-related matters to executive staff.
• As requested, researches, gathers and compiles information on issues for executive action, and drafts reports outlining alternative options and recommendations.
• Drafts and maintains sensitive and confidential correspondence, emails and other various documents, including PowerPoint presentations on behalf of the GM/Directors. Proofreads and edits documents for grammar and stylistic consistency.
• Prepares, photocopies and distributes reports, presentations, correspondence and spreadsheets as required.
• Tracks and ensures timely completion of inquiries from the public, Mayor and Council, and other City departments, as well as internal partners such as the City Manager, General Managers, Mayor and Council.
• As the Department Records Coordinator (DRC), supports staff with records management, maintaining electronic (Vandocs) and paper file systems, including handling confidential materials.
• Assists with completing required HR documentation, updates personnel files, prepares ESAFs and ECAFs, manages the performance management process for assigned staff, and collaborates with Finance, Payroll, and Human Resources as needed.
• Coordinates efficient and economical travel arrangements for senior staff, calculating the estimated expenses to be incurred, and preparing necessary documentation. Submits pre-travel estimates and post-travel expense reports, ensuring travel policy adherence.
• Creates shopping carts; processes invoices for payment; completes SAP transactional processing including bi weekly time entry; orders office supplies; reconciles monthly p-card statements.
• Screens financial signing documents such as MasterCard(s), staff travel/expense forms and purchasing requests ensuring departmental procedures and policies have been met prior to the GM’s/Directors signature
• Handles reports, contracts and other documents from branches for GM/Director review and signature.
• Liaises and coordinates with other Executive and Administrative Assistants to facilitate the many shared matters of daily business. Provides backup/support for other administrative staff.
• Other duties/responsibilities as assigned

Qualifications

Education and Experience:

• Completion of Grade 12, supplemented by a diploma in administrative management or an equivalent combination of education and experience
• The position requires a very organized individual with at least five years in progressively responsible administrative roles.

Knowledge, Skills and Abilities:

• Thorough knowledge of office methods, practices and procedures.
• Thorough knowledge of Word, Excel, Outlook (email and scheduling) is a necessity, as well as the ability to navigate and do research on the Web. Knowledge of presentation software (such as PowerPoint) is an asset.
• Familiarity with specific City of Vancouver office systems (e.g. SAP, CAF, VanDocs, AIS) is an asset.
• Knowledge of modern office equipment is a necessity.
• Thorough knowledge of business English, spelling, grammar, and punctuation is a necessity.
• Excellent understanding of the sensitive, confidential and/or controversial nature of all types of material (e.g. HR discussions, union related information; ongoing planning discussion and negotiations; bargaining information; in-Camera council items).
• A background in municipal government is desirable.

• Excellent interpersonal, written and verbal communication skills.
• Demonstrated ability in functioning effectively and appropriately with staff at all levels of the organization, media and the public.
• Proven ability to liaise with a variety of senior managers, their assistants and external stakeholders on behalf of a senior manager.
• Demonstrated experience in appropriately receiving, processing and tracking media calls.
• Proven ability to exercise considerable independence, discernment and judgment with minimum supervision in a relatively unstructured environment.
• Excellent organizational skills, and proven ability to handle multiple projects simultaneously, with constantly changing priorities.
• Proven ability to develop and maintain databases and other tracking software applications and tools.
• Strong teamwork, team-building skills and networking skills.
• Proven customer service orientation, and strong attention to details, accuracy and timeliness.
• Excellent tact and diplomacy skills.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Board of Parks & Recreation (1400)

Affiliation: Exempt

Employment Type: Regular Full Time

Position Start Date: January, 2024

Salary Information: Pay Grade RNG-040: $59326 to $74158 per annum

Application Close: December 29, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve . Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.